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Home My WebLink About03/04/08 Fdn Melissa Morales Fit Sr. Admin. Secretary COMMUNITYFOUNDATION AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETINGS 2ND Tuesdays, 5:00 p.m. April 8, 2003 5:00 p.m. Civic Center Upstairs Training Room 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Foundation Members Tony Mize, Chair Harvey Cohen, M.D., Vice Chair Ann D. Punter, Secretary/Treasurer Michael Arreguin, Member Bruce Bowne, Member Charles Buquet, Member Jo Dutton, Ph.D., Member Sandra Metel, Member David Parker, Member Stan Phelps, Member Timothy Younger, Member City Offices: (909)477-2760 r FJo COMMUNITY FOUNDATION April 8, 2003 1 A. CALL TO ORDER f Allegiance : Arreguin Tony Mize owne David Parker uquet Stan Phelps Cohen Ann Puntern Timothy Younger Sandra Metal B. ANNOUNCEMENTS/PRESENTATIONS 1. Swearing-in of newly appointed Board Member. C. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Community Foundation. State law prohibits the Foundation from addressing any issue not previously included on the Agenda. The Foundation may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. D. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Foundation at one time without discussion. Any item may be removed by a Board Member or member of the audience for discussion: 1. Approval of the Minutes of the Regular Community Pages Foundation Meeting held March 11,2003, and Special Joint 1-6 Community Foundation and Library Foundation Meeting held March 22, 2003. 2. Receive and file Treasurer's Report for the month of March, 7-8 2003. E. SUB-COMMITTEE REPORTS None COMMUNITY FOUNDATION April 8, 2003 2 F. FOUNDATION BUSINESS 1. Update on the Cultural Center Project. Oral 2. Consideration of participation in information booth at Silver 9 Anniversary Event to be held Mary 10, 2003. 3. Update regarding plans for the 2003 Founder's Night Gala to 10 be held on November 1, 2003. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS This is the time for the Foundation to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting: H. ADJOURNMENT I, Melissa Morales, Community Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on April 2, 2003, seventy-two(72) hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. COMMUNITY FOUNDATION MINUTES OF THE MARCH 11, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, March 11, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:05 p.m. by Chair Mize. Present were: Board Members: Bowne, Buquet (who arrived at 5:20 p.m.), Cohen, Metal, Parker, Punter(who arrived at 5:20 p.m.), Younger and Mize. Absent: Arreguin and Dutton. Staff: Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Mayor Alexander administered the Oath of Office to newly appointed Foundation Member Bruce Bowne. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held February 11, 2003. 2. To receive and file Treasurer's Report for the month of February, 2003. MOTION: Moved by Vice Chair Cohen, seconded by Member Younger,to approve the Consent Calendar, as submitted. Motion carried: 6-0-4. (Absent: Arreguin, Buquet, Dutton and Punter). E. SUB-COMMITTEE REPORTS None arc 1 r F. FOUNDATION BUSINESS 1. Chairman Mize called on Analyst Pachon regarding an update on the Cultural Center Project. She reported on recent meetings held with focus groups to discuss potential names for the facility, continued discussions regarding interior designs and upcoming funding summit being held with various consultants, a grant writer and staff. Ms. Pachon also reported on the receipt of Construction Management Services bids. The report was received and filed. No other action was taken. 2. Consideration of additional Board prospects was opened b� Chairman Mize. He indicated he would be unable to attend the proposed March 19 lunch due to his being out of the country next week. Vice Chair Cohen was requested to contact potential Member Bob Gordon regarding his interest in serving on the Board. No other action was taken. 3. Discussion regarding Board Development, Fund Development Training and develop- ment of a Fund Development Plan was introduced by Management Analyst III Pachon. She addressed the Board regarding the proposed work plan outline includintq a joint workshop proposed to be held with the Library Foundation on either April 21 s or April 24d'. Following a brief discussion by the Board a consensus was reached that the best date for the joint meeting to be held is April 241'. Analyst Pachon called on Consultant Gene House for his presentation of a draft outline of the fund development plan. Consultant House discussed fund raising readiness which should include identification of potential donors, a volunteer base and a compiling purpose. He stressed that the plan needs to be challenging but attainable. Consultant House listed topics of discussion suggested by the Library Foundation to address at their upcoming joint meeting and asked for any additional topics the Board wished to address. Suggestions included a role playing session regarding donor solicitation and follow-up strategy after the "ask". Discussion continued concerning the fund development plan outline. The Board addressed the area of campaign staff and were informed that, at this time, current City staff would serve as campaign staff. Consultant House was requested to provide a detailed list/job description of a campaign director. Vice Chair Cohen left the meeting at 5:50 p.m. and did not return. Foundation discussion continued. Members discussed the immediate need for informational brochures and staff was directed to prepare solicitation information packets for distribution at the March 22nd meeting. It was also suggested that a donor recognition program be addressed in the near future. Following their comments, no other action by the Board was taken. Member Metel left the meeting at 6:08 p.m. and did not return. March 2 4. Management Analyst Pachon was called upon regarding discussion of plans for the 2003 Founder's Gala to be held November 1, 2003. She referenced staffs report dated March 11th which included an update on various aspects of the upcoming event. She challenged each Memberwith solicitation of silent auction items which she described as a critical component to the success of the Gala. The Board's discussion followed staffs report. A request was made that Analyst Pachon provide a sample silent auction letter to the Board to help their solicitation efforts and for staff to provide a list of the 2001 Gala silent auction donors. The Board also briefly discussed table sponsorships and Consultant House noted the importance of confirming attendance at the event to eliminate the cost of extra meals. It was also suggested that the number of seats per table not exceed eight per table, with a suggested cost of $1,000 for a table of eight. Following their comments, no other action was taken by the Board. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H ADJOURNMENT MOTION: Moved by Member Buquet, seconded by Member Parker, to adjourn the Regular Community Foundation Meeting. Motion carried: 6-0-4 (Absent: Arreguin, Cohen, Dutton and Metel). Meeting adjourned at 6:25 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary arc 3 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE MARCH 22, 2003, SPECIAL JOINT MEETING A. CALL TO ORDER The special joint meeting of the Rancho Cucamonga Community Foundation and Library Foundation was held on Saturday, March 22, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 8:40 a.m. Present were: Community Foundation: Arreguin, Bowne, Buquet (who arrived at 10:20 a.m.), Cohen (who arrived at 9:03 a.m.), Dutton (who arrived at 9:20 a.m.), Metal, Parker, Younger and Mize. Absent: Punter Library Foundation: Akahoshi, Carrasco, Cotter, Filippi, Leal, Mitchell, Pachon, Viricel, Wimberly and Williams. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None C. FOUNDATION BUSINESS 1. The Fund Development Training and Campaign Workshop of the Rancho Cucamonga Community Foundation and the Rancho Cucamonga Library Foundation was opened. Consultant Gene House, serving as the meeting facilitator, reviewed the items to be discussed and proposed work timeline. Campaign staffing was addressed first. Director McArdle indicated that current CSD and Library staff would serve as campaign staff until substantial monies were raised (approximately$80,000). Consultant House expressed concern that administrative support, as well as technical guidance is provided. Member Cotter left the meeting at 9:02 a.m. and returned at 9:04 a.m. Vice Chair Cohen arrived at 9:03 a.m. Discussion continued concerning establishing an "honorary committee" suggested members included: Randall Lewis, Cole Burr, Jim Previti, Bob Balzar, Rod Gilfrey, Susan Anton, Shirley Jones, Mark Harmon and government officials. A "campaign cabinet/committee" was created. Member Dutton was asked to serve as Chair with Chair Mize and President Williams serving as division chairs. Member Arreguin also expressed his willingness to serve on the committee. ana I mar7n LIBRARYFOUNDATION 4 The next item of discussion addressed the campaign budget. It was determined that the campaign cabinet would discuss and determine the budget. Consultant House noted the need to allocate monies for"hospitality"and pointed out that donations many times are a result of taking prospective donors to lunch or dinner. Member Metal left the meeting at 9:55 a.m. and returned at 9:57 a.m. Prospective donor identification and evaluation discussion ensued. Staff was directed to provide the Board Members with a combined list of all library and Community Foundation donors by March 26'". Members would then review the list and make any additions or changes by April 2nd. Ajoint special meeting was called to be held on April 8d', at 6:30 p.m., directly following the regular Community Foundation meeting, to further discuss the donor list. Member Parker left the meeting at 10:07 a.m. and returned at 10:09 a.m. Member Arreguin left the meeting at 10:15 a.m. and returned at 10:17 a.m. and Member Filippi left the meeting at 10:23 a.m. and returned at 10:24 a.m. Consultant House reviewed a sample gift chart which listed gift levels, required number of gifts and prospects needed based on a total fundraising goal of$2 million. The meeting was officially recessed at 10:35 a.m. Member Buquet arrived at 10:42 a.m. The meeting reconvened at 10:45 a.m. with all Members present except Punter. The next topic of discussion addressed why people give. These included the desire to help others, recognition, tax deductions, because of being asked and belief in "the cause." Consultant House stressed the importance of asking the right people, for the right amount of money at the right time. Member Dutton left the meeting at 10:50 a.m. and returned at 10:51 a.m. Member Davies left the meeting at 10:55 a.m. and returned at 11:00 a.m. Member Younger left the meeting at 11:10 a.m. and returned at 11:20 a.m. Tax advantages of giving was briefly discussed including the challenges of asking for endowment monies and planned giving. It was suggested that stock brokers be placed on potential donors list. . Member Metel left the meeting at 11:35 a.m. and returned at 11:36 a.m. Member Bowne left the meeting at 11:36 a.m. and returned at 11:37 a.m. ana marcn LIBRARYFOUNDATION 5 Following Mr. House's description of solicitation techniques, Members next engaged in donor solicitation role playing. They also discussed the contents of the solicitation information packets provided by staff. It was suggested that the donor recognition program sheet be amended concerning naming recognition opportunities for a designated period of time. A suggestion was also made to target schools for possible donations. Member Metal left the meeting at 12:16 p.m. and returned at 12:18 p.m. Vice Chair Cohen left the meeting at 12:17 p.m. and retuned at 12:20 p.m. Member Cotter left the meeting at 12:25 p.m. and did not return. Consultant House reviewed the work plan timeline. Upcoming meetings are April 5", 8:30 a.m. (Community Foundation);April 8t', 5:00 p.m. (Community Foundation),April 8th , 6:30 p.m. (Joint Community Foundation/Library Foundation); April 14th , 6:00 p.m. (Library Foundation) and April 24th, 6:00 p.m. (Joint Community Foundation/Library Foundation). Member Metel left the meeting at 12:30 p.m. and did not return. Member Akahoshi left the meeting at 12:30 p.m. and returned at 12:32 p.m. Member Filippi left the meeting at 12:33 p.m. and did not return. Management Analyst III Pachon reminded Members of the opportunity to purchase premium tickets for the upcoming Silver Anniversary event featuring LeAnn Rimes. D. ADJOURNMENT The Special Joint Meeting of the Community Foundation and Library Foundation was officially adjourned at 12:35 p.m.with all Members present except Cotter, Filippi, Metel and Punter. Respectfully submitted, Melissa Morales Senior Administrative Secretary ana marM 27 zur LIBRARYFOUNDATION 6 R A N C H O C U C A M O N G A C O M M U N IT Y F 0 U N D AT I ON DATE: APRIL 1,2003 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-MARCH 2003 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $14,392.22 $43.87 ($2,223.14) $12,212.95 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 24,669.50 5,000.00 0.00 29,669.50 YOUTH ACHIEVEMENT 171.40 0.00 0.00 171.40 LEARN NOT TO BURN 1,860.00 0.00 0.00 1,860.00 OFF-PARK DOG LEASH FUND 125.00 0.00 0.00 125.00 COMMUNITY PLAYHOUSE 703.75 18.75 0.00 722.50 JAMES CURATALO MEMORIAL FUND 4,363.00 0.00 0.00 4,363.00 OPERATING RESERVE FUND 10,000.00 0.00 0.00 10,000.00 RALPH M. LEWIS MEMORIAL FUND 5.000.00 0.00 0.00 5.000.00 TOTAL $62,748.03 $5,062.62 ($2,223.14) $65,587.51 RECONCILIATION Checking Account Balance 3/31/03 $14,362.13 Less Outstanding Checks (2,196.20) Investments-LAIF 53.421.58 BALANCE $65,587.51 7 10500 Civic Center Drive P.O.Box 807 Rancho Cucamonga,CA 91729 (909) 477-2760 FAX(909) 477-2761 MARCH 2003 REVENUE AND EXPENDITURE DETAIL REVENUES. GENERAL FUND Bank of America-Interest $1.62 Martin Dickey-Donation 6.25 Various-Grapevine Donations 5.00 City of R.C.-Reimburse Grapevine Donations 31_00 Total General Fund $43.87 COMMUNITY PLAYHOUSE FUND Martin Dickey-Donation $18.76 Total Community Playhouse Fund $18.75 ENDOWMENTFUND PGA Tour-Donation $5,000.00 Total Endowment Fund $5,000.00 TOTAL REVENUES $5,062.62 EXPENDITURES GENERALFUND Eight Avenue Graphics-Signature Stamp $26.94 Amherst H.Wilder Foundation-Publications 150.00 Charles Buquet-Reimbursement for Board Lunch 3/5/03 66.23 The Resource Center for Nonprofit Management 1,860.15 Arrowhead Credit Union-Visa Charges 16.97 Togo's-RCCF/Library Meeting 102.85 Total General Fund $2,223.14 TOTAL EXPENDITURES $2,223.14 8 c R A N C H O C U C A M O N G A COMMUNITY SERVICER Staff Report DATE: April 8, 2003 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Francie Martindale, Marketing Manager SUBJECT: COMMUNITY FOUNDATION CONSIDERATION OF PARTICIPATION IN INFORMATION BOOTH AT SILVER ANNIVERSARY EVENT TO BE HELD MAY 10, 2003 RECOMMENDATION Staff recommends that the Community Foundation Board discuss and assign Board Members to participate in the Information Booth to be set up at the Silver Anniversary Event. BACKGROUND / ANALYSIS On May 10, 2003, the City will be holding its Silver Anniversary Event at the Epicenter Stadium. From 5:00 pm to 6:30 pm a table display "booth" will be set up to display photos and information regarding the Cultural Center and Central Park projects. Staff recommends Board representation in 30 minute intervals for this 90 minute period to answer community questions and provide valuable information regarding the Cultural Center portion of this booth display. If two Board Members were stationed at a time for this 90-minute period, a total of 6 Board Members would be needed to cover this community relation's effort. A lly ed, rdle ty Services Director I:ICOMMSERVICouncii&BoardsicommunityFoundationIStaff Reports120031S11verAnnBooth.doc 9 R A N C H O C U C A M O N G A COMMUNITY SERVICE 8 St-ca Report DATE: April 8, 2003 T0: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III Py SUBJECT: UPDATE REGARDING PLANS FOR THE 2003 FOUNDER'S NIGHT GALA TO BE HELD ON NOVEMBER 1, 2003 Staff is in the process of finalizing a draft budget for the 2003 Founder's Night Gala. This information will be presented to the Board at their April 8, 2003, regular meeting. In addition, staff will be distributing at the meeting a list of silent auction items gathered by the Board for the 2002 Gala as requested by Boardmember Younger. Lastly, staff will be requesting an update from the Board in their efforts to obtain auction items for the fundraising portion of the Gala, the silent auction. Respe tf sub ' Kevin cArdle Comm nity Services Director I.ICOMMSERVICouncii&BoardsicommunityFoundationlStaH Repottsl20031GalaSudget4.8.03.doc 10 �1 RANCHO C U CAM ON G A OUIX T I ,7QIGHT GALA COMMUNITY FOUNDATION P.O.Banc 807,Randa conga,Cafifixnia 91729 74 iC2P k &oiwarja 04axo aliR (O(4rala6oR (909)477-2760 pIpAP 4offftW t./ fi- U14 Founder' s Board of Directors Night Gala Tony Mize .................................................Chair Harvey D. Cohen, M,D........................Vice Chaira D e, u Ann Punter..........................................Treasurer ��' �[�K/x!00 0J flVa Michael Arreguin.........................Board member Bruce Bowne...............................Board member Charles Buquet...........................Board member SQQ /t/oaehr/e� 1, 2003 Jo Dutton, Ph. D..........................Board member David Parker...............................Board member S1re,4Wtmr • r siurM�rt Stan Phelps.................................Board member Tim Younger................................Board member r✓e' lwwate: Otte acrd the f�i�ts For more information on the Foundation and how you can help enrich the quality of life in This year, the Gala theme reflects two important community milestones; the celebration of the City of Rancho Cucamonga's Silver Anniversary, and our the community, please contact our staff. forthcoming Cultural Arts Center, future home of our Playhouse Performing Arts Theatre, Library and Celebration Hall. The Community Foundation is a 501(c)(3) non-profit organization. The Gala is the major fundraiser of the Foundation to further expand their Endowment Fund used to support Performing Arts programs in the community. picetrelrti�s�io�retvo TaG�e rS'�io7sow Contribution of$10,000 Contribution of$9500 Wo Celebrity dinner guest at your table* 8 tickets to Founder's Night Gala(a$1450 value) 8 tickets to Founder's Night Gala(a$1,000 value) Recognition as an event sponsor in event program Full Page Advertisement in event program Listed in Foundation materials at the appropriate Associate Level Recognition as Presenting Sponsor on all event publicity Cultural Center Campaign Donor Recognition Listed in Foundation materials at the appropriate Associate Level City Council Meeting Recognition Silver Anniversary Gift Basket Sml mt* Cultural Center Campaign Donor Recognition -1 r /J Contribution of$1,000 (/e�e6wit �S'poKso� 4 tickets to Founder's Night Gala(a$500 value) Recognition as an event sponsor on all event publicity and program Contribution of 7,500 Listed in Foundation materials at the appropriate Associate Level Cultural Center Campaign Donor Recognition Celebrity dinner guest at your table* 8 tickets to Founder's Night Gala(a $1,000 value) Half Page Advertisement in event program Recognition on all event publicity and program f Listed in Foundation materials at the appropriate Associate Level Contribution of$500 City Council Meeting Recognition Cultural Center Campaign Donor Recognition 2 tickets to Founder's Night Gala(a $250 value) Recognition as an event sponsor on all event signage and in event program *Celebrities will be assigned as they become available. Listed in Community Foundation materials at the appropriate Associate Level �1 p Cultural Center Campaign Donor Recognition T/e/°%tQ�J�bO�CSOf� Fitie�a�o� tie �{�ts Contribution of$5,000 Contribution of less than $500 8 tickets to Founder's Night Gala(a$1,000 value) Half Page Advertisement in event program Recognition as an event sponsor in event program Recognition on all event publicity and program Listed in Community Foundation materials at the appropriate Associate Level Listed in Foundation materials at the appropriate Associate Level Cultural Center Campaign Donor Recognition Cultural Center Campaign Donor Recognition The City of Rancho Cucamonga is celebrating its Silver Anniversary commemorating the joining P ��Q�SQ� of the three richly diverse communities of Aka Loma,Cucamonga and Etiwanda as one. The e �/ Ce celebration kicked off in November 2002,with the Citys Founders Day Parade and Celebration and has included the development of commemorative items such as:an locally produced 2003 Contribution of$2,500 arts calendar,historic cookbook,limited edition Silver Anniversary pin,specialty tshirt,historical narrative and a community Silver Anniversary celebration at the Epicenter.Our Silver 6 tickets to Founder's Night Gala(a$750 value) Anniversary concludes with the 2003 Founder's Night Gala sponsored by the Rancho Quarter Page Advertisement in event program Cucamonga Community Foundation. The Gala also unveils the plans for the Cultural Center,a Recognition as an event sponsor on all event publicity magical place where imagination,celebration and the arts and learning all come together to Listed in Foundation materials at the appropriate Associate Level provide unique opportunities. Located in the vibrant shopping district of Victoria Garden,this magnificent facility will house a Playhouse Theater,Library and Event Hall. Cultural Center Campaign Donor Recognition April 3, 2003 Dear: The Rancho Cucamonga Community Foundation is preparing their signature event, the Founder's Night Gala -An Evening of Elegance. Over 250 community and business leaders and elected officials were on hand at the last Gala to raise funds to support performing arts programs in the community. Now, with our Cultural Center just 2 years away, the community will realize a long-held dream, a state-of-the-art theatre for professional and community performances, a new library, and event meeting facility. The Foundation Board of Directors has accepted the challenge of creating an endowment fund for the Cultural Center and promoting the arts in the community. They have joined forces with the Library Foundation Board, and have scheduled the 2003 Gala for Saturday, November 1, at the Etiwanda Gardens banquet facility in Rancho Cucamonga. C44v4v: 0444 b6zzV mi,l 1e A444 This year, the Gala theme reflects two important community milestones;the celebration of the City of Rancho Cucamonga's Silver Anniversary, and our forthcoming Cultural Arts Center, future home of our Playhouse Performing Arts Theatre, Library and Celebration Hall. We would like to extend to you an opportunity to get in on the "ground floor" of the planning efforts for this year's event. The proceeds from this 2003 Gala will benefit the new Cultural Center fundraising campaign. This gives you an opportunity to be one of the first partners in this exciting facility. Your early financial support will lay the foundation for the work needed to make this year's Gala a success. Sponsorship information is detailed in the enclosed pamphlet. The City of Rancho Cucamonga established the Community Foundation as a non-profit 501(c)(3) in April, 1987, to ensure the community will continue to flourish and to enrich the quality of life. The purpose of the Community Foundation is to raise and manage funds to assist in improving the cultural and recreational for the residents of Rancho Cucamonga. On behalf of the Rancho Cucamonga Community Foundation, we thank you for your consideration and look forward to working with you in planning this year's Founder's Night Gala. If you have any questions or need additional information, please call Nettie Nielsen or Paula Pachon of the Community Services Department at (909)477-2760. Thank you and kindest personal regards. William J. Alexander Tony Mize Mayor Community Foundation Chairman is April 7, 2003 Attention Friends of Rancho Cucamonga Ails! The Rancho Cucamonga Community Foundation is preparing for its third Founders Night Gala, slated for Saturday, November 1, 2003 at Etiwanda Gardens. The theme for this years Gala is "Celebrate: Our Heritage and the Arts." The event commemorates the City of Rancho Cucamonga's Silver Anniversary and will focus on the Cultural Center project. The Cultural Center, which features a 500-seat theatre, a state of the art library and an event hall will open in the spring of 2005. TheCommunity Foundation and the Library Foundation are proudly working together to kick off the fundraising effort to create an endowment fund for the Center. The Foundation is seeking interested individuals to serve as Ambassadors for the Gala. Our Ambassadors are key members of the Gala team who assist with many of the details of the event including helping to identify potential sponsors and securing donations for the silent auction. In addition, Ambassadors are involved in hand-on activities with the Gala including assisting with decorations, guest check-in and the operation of the silent auction. Attached please find an invitation to join us on April 30`x' as we kick off the Ambassador effort. Please invite any other individuals who may share your enthusiasm for the event. The Ambassadors play a key role in the success of the event! I hope you will consider participating this year. For your convenience, I am enclosing an application. Please complete the application and bring it to the meeting with you. If you cannot attend but still want to be involved please mail your completed application to the address on the form. Please feel free to recruit some friends to join in the fun! If you have any questions, please call me at the number below. Sincerely, / o 1x( 1/L I I iit,S�iY\� Nettie Nielsen Recreation Supervisor (909) 477-2760 x2104 nnielsen @ci.rancho-cucamonga.ca.us cc: Community Foundation Board OM jy.s Rancho Cucamonga Community Foundation JkOGHT GALA 20031719"661' s J'Wt Bala — The Foundation's Signature Fundraising Event Saturday, November 1 ' — Etiwanda Gardens Gala Ambassadors and Friends You are invited to a special meeting to kick off the Gala Ambassador effort on Wednesday, April 30`h at 7 p.m. in the TO Communities Room at the Rancho Cucamonga Civic Center. Refreshments provided. To RSVP or for more information, call Melissa Morales at (909) 477-2760 x 2103. Get an up-to-date preview of the new Cultural Center! Get an overview of the exciting plans for the 2003 Gala! Find out how you can help! rhe, -� Cel6oa& Oa,� {�er`ita#,e aacl e4o 1i&ts This year, the Gala theme reflects two important community milestones; the celebration of the City of Rancho Cucamonga's Silver Anniversary, and our forthcoming Cultural Arts Center, future home of our Playhouse Performing Arts Theatre, Library and Celebration Hall. �a� fFi�6assaa'o�s Ambassadors play a key role in the success of the Gala. They devote approximately 6 hours per month in preparing for the Gala and act as hosts during the event. Ambassadors work with the Foundation Board and Community Services staff on the Silent Auction component of the event as well as helping with other components of the event. The Silent Auction is the main fundraising activity of the event. 4wh-mada- panes • Ambassadors help with obtaining donations of items 7`w epWm"eo 57"a4agt for the Silent Auction. was formed in 1987 as a non-profit • Ambassadors will arrange for the pick up of auction organization dedicated to increasing the items. cultural, recreational and human service • Ambassadors will assist in the preparation of the items programs in Rancho Cucamonga. As a for presentation at the Gala. non-profit 501.c.3 organization, the • Ambassadors help identify and contact potential Foundation relies on support from sponsors. volunteers, community leaders and • Ambassadors will assist at the event with decorations, residents to expand services and check in, and the operation of the silent auction. programs with the City. p The goals of the Rancho Cucamonga Affh&Fada/- p, %t3,' Community Foundation include creating an endowment fund to support • Complimentary ticket to the Gala (a $125 value). operations and programming of the • Recognition at a City Council meeting. Cultural Arts Center and to plan and • Proud contribution to the community and the arts. conduct an annual "Foundation Signature Event" to raise funds for one or more of the identified projects. RANCHO CUCAMONGA COMMUNITY FOUNDATION GALA AMBASSADOR INFORMATION FORM Name ------------------------------------------------------------ Date--------- MailingAddress --------------------------------------------------------------------- Home Phone ----------------------------- Business Phone Which phone number is best to contact you: ---------------------------------------- E-mail FaxNumber --------------------------------------------------------- Have you been an Ambassador before?-------------------- Please return the completed application attention: Melissa Morales City of Rancho Cucamonga Community Services Department 10500 Civic Center Drive, Rancho Cucamonga, 91730 RANCHO CUCAMONGA COMMUNITY FOUNDATION GALA AMBASSADOR INFORMATION FORM Name ------------------------------------------------------------ Date--------- MailingAddress --------------------------------------------------------------------- Home Phone ---------------------------- Business Phone ------------------------- Which phone number is best to contact you: ---------------------------------------- E-M ail FaxNumber--------------------------------------------------------- Have you been an Ambassador before?-------------------- Please return the completed application attention: Melissa Morales City of Rancho Cucamonga Community Services Department 10500 Civic Center Drive, Rancho Cucamonga, 91 730 History of The Rancho Cucamonga Founder's League The Tri-Communities Incorporation Committee (TCIC), "hired" the public relations firm of Sutton &Associates during the summer of 1977 (or perhaps a bit earlier). As there were no major contributors to the incorporation effort, it was truly a grass-roots organization insofar as funding was concerned. It was a stretch to hire anyone to help professionalize the campaign, and we went from fund-raiser to fund-raiser and contribution to contribution, spending or committing expenditures slightly faster than money was coming in. During the latter stages of the campaign, a brainchild of Bob Sutton was the creation of the Rancho Cucamonga Founder's League certificate. Focused primarily upon our established contributor list, this gave us a chance to "go back to the well" just one more time. Sold at $50 per certificate, they were a hot item, particularly since they were numbered and customized for the donor. Only a-handful of "comps" were issued, including one to the City itself. They list the Executive Board of the TCIC. The original certificates were in recognition of "Charter Memberships," with the thought that at a future date (perhaps now), additional "memberships" would be sold when an appropriate time and need presented itself. To our knowledge, the concept was never copy-righted. Cathy Bridge was responsible for issuance of the certificates, and may even have a few left. If the concept was copy righted, Cathy would know. COMMUNITY FOUNDATION - FOUNDERS GALA - 2003 BUDGET Sponsor Packages 80 Silent Auction Camps 8 In Kind Sponsor Comps 16 Table Sponsor Tickets($950) 80 Campaign GIN Donors 24 Comps/Ambassadors 30 Individual Tickets($125) 12 TOTAL 71CKE7S 260 00REVEN M DESCRIPTION UE EXPENDITURE COMMENT$ SPONSORSHIPS Resenting Sponsor N/A 11 Celebrity Sponsor I®$7.500 $ 7,500 Large Sponsors(5K+) 4®$5,000 $ 20,000 Medium Sponsors 1,000-4,999) 24D$2,500 $ 5.000 8@$1,000 7-8 000 Small Sponsors(under$1.000) F@$500 S 4,000 15®$SW and less $ 3.750 Table Sponsors 10 0 05950 $ 12,000 Ticket Sales 12 $125 S 1500 MISCELLANEOUS EW bossador RecogNtlon GUtts 30®527 $ 600 Sponsor Recognition GINS 5 1,500 CelebMy Guests 3 Celebtlties $ 10,000 Celebtify Limos 3 Umas $ -1050 Poster(Framed) Sell 25®$50 $ 1.250 $ 850 Framing Souvenir GIN $ - 5 2,000 Seek Sponsor AV Equipment $ 500 Screen/projector Equipment Rentals $ 300 Tables/tent/racks/easels ENTERTAINMENT - Sponsor Reception Gdip f2ec9p1ipn S - No sponsor reception to b0 held $500 Heodlhe Entertainment $ 2400 Sound System $ 50D Refreshments $ 150 For entertainers Fnday Room Rent al S - Room not available Frcloy Saturday Room Rental Etiwanda Gardens $ - Included In meal cost .WW.,Connections ESTIMATE $ 500 Staging Cost 12 x 12 Stage Afea $ 400 Rent from Abbey/EZ Parking Charges O SIW Valet Service S - Free valet parking provdetl ••D BEVERAGE Sponsor Reception mS$ l Sponsor Reception Equipment5ponsorReceptionSuppllesGala Reception Pood 250 Included In meal costala fXnner 250 Meols Donated Wlne/Corkage Corkage fed waived S 300 Wlne donations revenue Etiwanda Gardens Uneru25QS40+550 Table Skkts/Cloths Registration/Auction Tables $ 600 Reglshatlon/Auction Tables Manu7Ten1/Table Cards/Wine Tags I I $ 150 IMARKETING Rlnt InNtes/Response Cards Seek Sponsor $ 150 Print Dinner Rogrom Sack Sponsor $ 900 Misc.Advertising $ 500 Photography Seek Sponsor S 250 Film Developing Save me Date Corcls I$ 40 Paper cost Sporeor Recepthn lmltes Sponsor Brochure Printing Signs and Banners $ 120 Paper cost $ In house Grpphlc Design SeMces 1$ - Inhouse SILENT AUCTION/MARKETPIACE GIFTS Silent Auction Ruchoses $ 12,000 S 1.000 Omen Sales Items Candy.Flowers.Books $ 1,000 S 250 DECORATIONSTHEME AND lhemeing&Decaotjom S 5.000 Room Ughting $ 1.000 Centerpieces $ - S 1.200 EXPENSE/REVENUE SUMMARY S 76,300 S 43,260.00 INETCOST/PROFrt $ 33,04g 4/8/2003